Housing & Fleet Administrative Assistant
About The Position
The Housing & Fleet Administrative Assistant plays a critical role in supporting project execution by managing housing, fleet, and field logistics for LINX field crews. This position partners closely with the Operations Manager, Project Managers, and HR to ensure crews are properly housed, vehicles are available and compliant, and day-to-day logistical needs are met so projects stay on schedule and within budget. In addition to housing and fleet coordination, this role provides essential project and administrative support, including job setup, billing assistance, documentation control, procurement, onboarding, and project closeout activities. Strong communication, organization, and proactive problem-solving skills are essential to ensure seamless coordination between the field, operations, and corporate teams. Join a team that connects people through technology. We design, install, and support commercial network cabling for data centers, multimedia, security, and wireless systems. In 2003, industry experts founded LINX to create the workplace they wanted—one built on integrity, teamwork, and innovation. These core values drive us daily, shaping a culture where employees grow and take pride in their work. Headquartered in Denver, CO, with regional offices in Seattle, WA; Salt Lake City, UT; San Antonio, TX; Atlanta, GA; Cheyenne, WY; and Des Moines, IA, we’re growing fast! With AI, remote work, and digital transformation accelerating, now is the time to build your future with LINX.
Requirements
- Minimum 2-year degree or equivalent work experience
- Experience coordinating housing, fleet, or field logistics
- Strong people skills; approachable and effective working with field crews
- Highly organized and able to juggle multiple active projects
- Comfortable working in fast-paced, field-driven environments
- Proficient with Microsoft Office Suite, including Word, Excel and PowerPoint
- Basic working knowledge of project management related to construction projects
Nice To Haves
- 1-year Great Plains experience
- 1-year ProCore experience
Responsibilities
- Coordinate all travel needs for field crews, including flights, rental cars, hotels, and on-site housing.
- Manage housing assignments and logistics; perform regular checks on properties to ensure they are safe, clean, and ready for crews.
- Act as a go-to contact for field employees regarding travel, housing, and day-to-day logistical needs.
- Set up new projects in Great Plains and SharePoint and maintain organized job folders.
- Process approved change orders, prequalification packages, and credit applications to keep projects moving without delays.
- Work directly with Project Managers to ensure billing is accurate and on time.
- Prepare invoices and pay applications in Great Plains; submit, upload, and track billings and change orders.
- Submit and track expense reports, per diem requests, and check requests for field personnel.
- Review and approve fuel invoices and manage temporary labor time entry with corporate offices.
- Order and track office and job site supplies, PPE, fuel, ice, water, and other consumables.
- Receive, log, transfer, and reorder materials to ensure crews have what they need on site.
- Work closely with the HR Administrator to support housing and personnel issues affecting field crews.
- Assist with onboarding new hires, including I-9s, LINX setup, site orientations, and GC screening requirements.
- Help address employee concerns related to housing, travel, and job site logistics, maintaining clear communication between the field, HR, and management.
- Apply for and track city and state licenses required for job sites.
- Process DCAT requests and renewals and monitor expiration dates to keep projects compliant.
- Upload and manage project documentation in Procore.
- Assist with closeout documents including warranties, O&Ms, as-builts, and post-job reviews.
Benefits
- 401K with 50% employer match up to first 5%
- Insurance options including medical plans with Flexible Spending and/or Health Savings Accounts, Disability, Dental and Vision
- 8 Paid Holidays
- 3 weeks Paid Time Off (PTO) combining sick pay and vacation days
- Career growth opportunities
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What This Job Offers
Job Type
Full-time
Career Level
Entry Level
Education Level
Associate degree
Number of Employees
101-250 employees
